Landlord Thank You Letter: Tips and Templates

Moving out soon? As you prepare termination notices and pack up, consider writing a thank you letter to your landlord. This simple gesture can positively impact your move-out process and future housing prospects. Here’s why it’s important and how to do it right.

By
Nichole Stohler
|
Last Updated
February 13, 2024
Landlord Thank You Letter: Tips and Templates

Moving out of a rental property marks a transition in one's life. While it can be a busy time, it's a good idea to take a moment to send your landlord a thank you letter. Thoughtfully summing up your tenancy and expressing gratitude can help make your move-out smoother and more positive.

If you’re wondering why you should write such a letter or what to include, this article covers all the details. As you deal with packing and making moving arrangements, don't fret — a landlord thank you note doesn’t need to be long. Just a simple letter touching on a few key points is enough to show your appreciation at the end of your lease. Though it may only take a few minutes to write and send, a thank-you letter can leave a lasting impression on your landlord.

Why send a thank you letter?

Sending a thank you letter to a landlord is a thoughtful gesture. Here's why it's worth taking the time to write one:

  1. Professional courtesy: Just like thanking someone after a job interview, sending a thank you note to your landlord demonstrates politeness and respect. It's a way to acknowledge their time and effort in renting to you.
  2. Strengthen your reputation: A thank you letter reminds the landlord that you are a thoughtful and responsible tenant. Nurturing this positive relationship can be helpful if you ever need their referral for future rental applications.
  3. Expand your network: Landlords are valuable real estate connections to have. You never know when these contacts might benefit your career or personal life, and a thank you letter helps you leave a lasting impression.
  4. Provides closure: Sending a thank you letter provides a sense of completion at the end of your tenancy.

Key elements to include in a thank you letter to your landlord

Thank you letters will vary based on your unique situation, but there are some common components you can include that help make them effective:

A gracious tone

The overall tone of your thank you letter should convey sincere gratitude. Be gracious, thoughtful, and genuine in your writing. Avoid sounding too formal or impersonal.

Your landlord is a person who provided an important service to you, so keep the tone warm, personal, and appreciative.

Specific examples

Back up your statement of gratitude by including one or two specific examples of all the hard work your landlord did during your tenancy. For instance, if they were always prompt in responding to maintenance requests and fixing issues, mention a time that they quickly repaired something when it broke.

You could also mention a time they proved themselves to be an understanding landlord. For instance, if your rent payment was late one month due to an unexpected expense and they offered you leniency, this would be a great time to remind them of this and what it meant to you. Adding these types of sincere, personalized details in your thank you letter makes the communication more meaningful.

Contact information

You should provide your forwarding address and updated contact information in your letter. This allows the landlord to get in touch if they need to mail your security deposit refund to your new place.

Lease close-out details

Reassure your landlord that you have handled the end of your lease properly by confirming your exact move-out date in the letter. You should also state that you've returned all the keys and left the landlord's property in good condition. Providing this closure shows you were a responsible tenant.

Well wishes

Conclude your thank you letter by wishing your landlord continued success. Express hope that the next tenant will be as happy with the rental as you were. Adding thoughtful well wishes like this makes a positive impression and shows gratitude. Your kindness will be appreciated!

Landlord thank you letter templates

Below, you'll find three customizable template options for thanking your landlord at the end of your lease. These templates allow you to highlight your appreciation for your landlord's support and service over the tenure of your lease.

Template 1:

Dear [Landlord's name],

I wanted to send you a quick note to express my sincere appreciation for everything over the past [Length of Time] at [Address of Rental Property]. As of [End Date], my lease has ended and I have returned the keys to the property.

I am especially grateful for [Action landlord took above and beyond, like quickly fixing appliance or plumbing issue]. Those types of thoughtful gestures really made a difference for me. I always felt like you cared about me as a tenant, and that meant so much.

Thanks for being the best landlord! Going forward, you can reach me at [New Address/Phone/Email] if needed. I will be sure to recommend your property to my friends and family.

Sincerely,

[Your Name]

Template 2:

Dear [Landlord’s Name],

As of [End Date], my lease has ended and I have returned the keys to [Rental Property Address] where I've enjoyed living for the past [Length]. During my time renting from you, you've been an amazing landlord; responsive, professional, and so understanding.

From the quick maintenance repairs whenever issues popped up, to your flexibility when financial strains hit, you handled it all with such understanding. We had so many positive experiences and always felt taken care of.

Please know how much we have valued and appreciated having you as our landlord. Our new contact information is [New Address/Phone/Email]. Don’t hesitate to use us as a reference for future tenants — we give our highest recommendation.

Gratefully,

[Your Name]

Template 3:

Dear [Landlord’s Name],

As of [End Date], my lease has ended, and I've returned the keys to [Rental Property Address] where I've had the pleasure of living for the past [Number of Months/Years]. I can’t thank you enough for all you’ve done as my landlord during this time. Your responsiveness and professionalism provided me great comfort and confidence.

I especially want to acknowledge your understanding when [Something that broke during your tenancy]. You had someone out to fix it within hours — I was so relieved and grateful for your quick response. I won’t forget it.

Please pass my sincere gratitude along to the maintenance staff as well. They were always so prompt, friendly and efficient — they even helped me move some heavy furniture at one point! You have always been a good landlord, and I couldn’t have asked for better service while renting from you.

If you need to reach me in the future, you can reach me here: [New Address/Phone/Email].

With my deepest thanks,

[Your Name]

How to thank landlord when moving out

Sending a sincere thank you note to a great landlord when your lease ends is a thoughtful gesture - one last act of a good tenant. With the templates and tips provided, you have all you need to put together a sincere, professional note.

Be sure to highlight your appreciation for your landlord's service and responsiveness over the years. Add a personalized example or two of times they went above and beyond if you can. And don't forget to include your updated contact details as you move on to new horizons.

Writing the letter signals the close of your landlord-tenant relationship on a positive note. It only takes minutes but will leave your landlord with a lasting favorable impression. So take some time when packing up to draft a quick but meaningful letter.

Move out letter to landlord thank you FAQs

Do I have to send separate letters to the owner and property manager?

A thank you letter is not mandatory. If you choose to write one, it's up to you who you want to send it to! However, one letter addressed to both the owner and property manager is sufficient — they'll both appreciate it.

How long should the thank you letter be?

Just a short paragraph or two is fine. You want to be sincere without going overboard.

I didn't have a great relationship with my landlord. Should I still send a thank you letter?

It's always a good idea to end a tenancy on a polite note — you never know whether you might need a favor from your landlord in the future. Even if your relationship wasn't the best, a thank you letter can leave your landlord with a good impression of you.

Nichole Stohler

Nichole co-founded Gateway Private Equity Group, with a history of investments in single-family and multi-family properties, and now a specialization in hotel real estate investments. She is also the creator of NicsGuide.com, a blog dedicated to real estate investing.

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